Wedding Music Part 2
In our previous article, we looked at the impact and importance of music at weddings. This month, we’re getting into the nitty-gritty details of how to book live music for your big day.
We spoke with four amazing wedding musicians to get their insights: Simon of Hype Creek, a Nashville-based wedding and event band; Shawn of Greenwood Rye, a jam-grass band that plays weddings in addition to touring; Liana Alpino, a Nashville-based harpist who plays weddings and events throughout Middle Tennessee and beyond; and Zelda Sheldon, an officiant, singer, and ukulele player who often incorporates music into the ceremonies she officiates.
How much does it cost to book a live musician?
According to our research, US couples spend an average of $4,600 to hire a wedding band. Meanwhile, solo musicians cost an average of $429. Of course, these are averages, and actual prices can vary quite a bit.
The musicians we spoke to who shared their prices with us were right around the median.
Liana charges around $500 for her services as a harpist, while Hype Creek’s pricing is right around the average for a group of their size, ranging from $5,100 for a five-piece band with four vocalists to upwards of $7,500 for an eight-piece ensemble.
Live music is very much a case of “you get what you pay for.” The number of musicians, their experience level, and the length and scale of your event will all impact pricing.
If your favorite musician doesn’t live in your area, all hope isn’t lost. Many wedding musicians will perform at events outside of their home base, but will almost always charge extra for travel. Liana, Greenwood Rye, and Hype Creek all charge extra for events outside of their normal stomping ground.
Simon, Hype Creek (HC): “Distance does affect pricing quite a bit. It can cost upwards of $4000, depending on where we're traveling to,” says Simon. “This includes flights, baggage fees, accommodations, and travel pay, depending on if it takes more than a day to arrive at the destination.
“[F]or those looking to hire bands from out of state, be ready to pay upwards of $10,000, depending on where you are, and logistic complications that arise with hiring bands from out of state.”
Remember, a great wedding band provides more than just music. They’re also providing a sound system, stage, and lighting, all of which can cost a significant amount to ship or rent at your location.
Luckily, Simon shared that there are ways couples can cut down on the cost when booking Hype Creek:
“We do allow clients to book travel for us if they would like to use points or vouchers to save where they can.”
Your wedding date will also affect how much you pay for live music - or any vendor, for that matter. We covered this in more depth in our article, Planning Your Nashville Destination Wedding or Elopement, but in short, expect to pay more for everything from hotel rooms to flowers during major holidays and peak wedding season.
Shawn, Greenwood Rye (GR): “April/May/Sept/Oct are the busiest seasons for us, so they tend to be more, especially for a Saturday. A Sunday wedding in January could be done for much cheaper.”
Many musicians will charge more for larger weddings. This isn’t just for the sake of it; more guests often require a more powerful - and more expensive - sound system so that everyone can hear the musicians. This is true for both solo musicians and bands alike.
Liana, Harp (H): “If amplification is needed for larger guest counts or specific venues, that may also incur a small additional charge. However, if a couple books a cocktail hour or another form of background music in addition to the ceremony (reception, bridal shower, etc.), I include amplification at no extra cost.”
Simon, HC: “The only way wedding size will affect pricing is if the clients want a boost in production value (i.e., larger stage, larger sound system, more extensive lighting set-up).”
There are other reasons artists may increase their fees.
Liana, H: “Outdoor events, especially in Tennessee’s heat and humidity, require an additional fee due to the wear on the instrument.”
Hype Creek performing in Downtown Nashville.
How do you find live musicians?
Once you’ve decided to have a live band at your wedding, it’s time to find and book one. Websites like WeddingWire, The Knot, GigSalad, and even Thumbtack can be great resources to find musicians and read reviews from couples who previously hired them. These websites are far from the only way to find a band, however.
When asked how couples usually found and connected with Hype Creek, Simon shared Hype Creek’s experience.
Simon, HC: “A lot of our clients have been by word of mouth, or from them seeing one of our shows on Broadway. We have noticed that this, along with having a website where you can submit your information for booking, has done a lot better for us than using [wedding planning websites]. Simply because people come to Broadway, love the show, and directly look us up online, and our website is the first thing that pops up. We have had many inquiries on [wedding planning websites], though, and it is great for keeping up-to-date reviews and content.”
Greenwood Rye also connects with most of their clients via their live shows. In fact, it’s how they got started playing weddings.
Shawn, GR: “For us, it started from folks who had seen our regular show and wanted to create a similar vibe at their wedding.”
In addition, their booking agency, East Coast Entertainment, helps connect them with couples.
If you see a great band on a night out, or if there’s an independent artist you love, reach out. The worst-case scenario is that they say no or don’t respond at all. Even musicians who don’t usually play weddings may be willing to make an exception.
If you’re working with a planner, they can be a great source for vendor recommendations - including musicians. While harpist Liana finds many of her clients through her website, social media, and event platforms, she also connects with couples through wedding planners.
When in doubt, a search for “wedding band near me” is a good jumping-off point. Zelda has also found YouTube to be a great way to find bands and be found as a musician.
Zelda, Ukulele (U): “One couple told me they found my YouTube version of 'I’ll Be With You in Apple Blossom Time' that they asked me to perform this song for their wedding. Because I already knew and loved that song, it was so easy. And seeing the couple knew what they were getting, they had confidence adding it to their wedding ceremony as the music for the bride and her father walking her down the aisle. The grandparents especially enjoyed the song because they related strongly with that era of music.”
Greenwood Rye chilling at the show.
How far out should you book?
Like many vendors, bands generally need to be booked well in advance of your wedding day. How far in advance will vary from musician to musician. Some bands may have more availability and flexibility than others, but if you really want a specific musician at your event, you should contact them as soon as possible.
Liana, H: “I typically book weddings up to nine months in advance, but occasionally, depending on the date, I’m happy to book up to twelve months out, I always encourage couples to reach out early to secure their date, especially if they’re getting married in the fall!”
Shawn, GR: “My preference is about 6 months, because we are also doing a lot of other shows and touring, so it helps to figure out the whole schedule together. Longer than that, I charge extra, because it might get in the way of booking some other thing. Over a year in advance, I tend to decline.”
Simon, HC: “We try to have weddings booked 4-12 months prior. This is fairly flexible, though, as long as we have more than two months' notice.”
We hope you feel confident as you start the process of booking your wedding band. In our next article, we’ll cover the essential etiquette around working with a wedding band, from tipping to flawless communication. In the meantime, you can reach out to the talented musicians who contributed to this series below.
Greenwood Rye
Shawn and Greenwood Rye perform throughout Middle Tennessee. You can reach out to the band via their website or email.
Hype Creek
You can catch Hype Creek live in downtown Nashville. You can reach out to Simon, Ginny, and the rest of Hype Creek at the links below.
Liana Alpino
Liana Alpino creates magical moments with her harp throughout Middle Tennessee and beyond. You can reach out to her via her website.
Zelda Sheldon
You can contact Zelda to perform at or officiate your wedding right here on our website. Check out our contact page to get in touch.
